Title
Recommendation to Award a One-Year Contract, with the Option for Four One-Year Extensions, for an Amount Not to Exceed $363,354, for a Total Five-Year Expenditure Not to Exceed $1,890,911, to Imperial Maintenance for Janitorial Services for Various City Facilities. (Public Works 706)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Acting City Manager
Re: Recommendation to Award a One-Year Contract, with the Option for Four One-Year Extensions, for an Amount Not to Exceed $363,354, for a Total Five-Year Expenditure Not to Exceed $1,890,911, to Imperial Maintenance for Janitorial Services for Various City Facilities
BACKGROUND
Public Works maintains over 500,000 square feet of City buildings, roughly the size of the Golden Gate Bridge, with 3.5 full time staff. In the past years janitorial services have been provided for the Alameda Police Department, Main Street Ferry Terminal, City Hall, a portion of the Veterans Memorial Building, City Hall West, Fire Station #5, Central Fleet Garage, Fire Department #1, Maintenance Service Center, and Alameda Fire Department Training Center.
In conjunction with other departments, Public Works, under this new contract, will be contracting janitorial services to also include the Main Library, Emergency Operations Center, Alameda Recreation and Park Department office, and the recreation center interior and exterior park restrooms at Lincoln Park’s Harrison Center and Lincoln Lodge, Leydecker Park, Washington Park, Franklin Park, Littlejohn Park, McKinley Park, Godfrey Park, Longfellow Park, Tillman Park, Woodstock Park Center, Bayport Park Center, Officer’s Club, and Alameda Point Gym. This contract also includes pricing for shampooing carpets, cleaning out refrigerators, cleaning blinds, and washing windows.
DISCUSSION
After many months of collaboration with other departments, Public Works consolidated janitorial services under this new contract. What was previously separate contracts with different departments is now one contract procured by Public Works. On October 6, 2017, the Public Works Department issued a Request for Proposal (RFP) for janitorial services for various City facilities. To solicit the maximum number of proposals and most competitive price, the RFP was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s web page on October 6, 2017, and published in the Alameda Journal on October 6, 2017. After a bidding period of 25 days, three contractor’s submitted proposals on October 31, 2017.
|
Proposer |
Location |
Proposal Amount |
|
Universal Building Services |
Richmond, CA |
$308,775.00 |
|
Imperial Maintenance |
Stockton, CA |
$330,321.73 |
|
Karla’s Janitorial |
San Francisco, CA |
$552,060.00 |
Selection was based on the completeness and quality of the proposal response, the firm's ability to understand and articulate the project and City needs, the project plan, timeline, qualifications, references, and past projects, not solely on cost. Staff recommends awarding a contract to Imperial Maintenance for a first year total amount of $363,354 based on the overall quality of their plan, response to the RFP, and excellent references from cities and counties comparable to Alameda. This total includes a 10% contingency which can only be awarded at the discretion of the Public Works Director. This contract may be mutually extended on a year-by-year basis, for up to four additional years, based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director. If extended, the contract would be for the same terms and costs, plus an annual increase equal to the consumer price index (CPI) increase for the San Francisco Bay Area. The total five year contract price shall not exceed a total five year expenditure of $1,890,911. The proposer shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
|
Contract |
Estimated Consumer Price Index (CCI) |
CPI Total Each Year |
TOTAL |
|
Original FY18-19 |
0% |
$ 0 |
$ 363,354 |
|
1st Amend FY19-20 |
2% |
$ 7,267 |
$ 370,621 |
|
2nd Amend FY20-21 |
2% |
$ 7,412 |
$ 378,034 |
|
3rd Amend FY21-22 |
2% |
$ 7,561 |
$ 385,595 |
|
4th Amend FY22-23 |
2% |
$ 7,712 |
$ 393,307 |
|
TOTAL FIVE YEARS |
8% |
$29,952 |
$1,890,911 |
FINANCIAL IMPACT
This is the first year janitorial services are consolidated under one contract for multiple City departments. Using one company for janitorial services at all City facilities consolidates the workload, makes for a more uniform cost plan, and makes administration of the new internal service fund straightforward. For Fiscal Year 2018-19, staff set up appropriations in the Facilities Maintenance Fund (706) to cover the annual cost of this contract. Public Works Department will manage and oversee the work under the contract. If the contract is extended, cost for year two through five will be subject to future budget approvals.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301(c), Existing Facilities.
RECOMMENDATION
Award a one-year contract, with the option for four one-year extensions, for an amount not to exceed $363,354, for a total five-year expenditure not to exceed $1,890,911, to Imperial Maintenance for janitorial services for various City facilities.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Max Arbios, Public Works Superintendent
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract